Introduction
Organizing online tutoring sessions between students and tutors across cities, countries and continents can be done with effective communication. A session in the evening of one time zone is often a school time or early morning in another. Using shared tools and careful organization, tutoring around the world can become reliable and convenient for both students and tutors.
1. Determine the Time-Zone of the Student and Tutor
The first step to organizing lessons across time zones is to understand the time differences in the locations of the student and tutor. A lesson that is planned in the evening is not the same in different parts of the world.
For example, a 6:00 p.. lesson can be in a local morning or afternoon. Always consider the actual local time of each participant.
2. Confirm the Local Time of the Lesson
When scheduling a lesson, include the following information:
Date
Time
Time zone
Lesson duration
Online meeting link
Instead of writing “Class at 5:00 p.m.”, write a statement such as “Tuesday, 15 October, at 5:00 p.m. India Standard Time (IST).”
Some online scheduling applications and calendars can be used effectively to avoid confusion by displaying local times in different time zones.
3. Use a Shared Calendar
A shared calendar allows students, parents and tutors to plan and track upcoming lessons effectively. It is a flexible tool that makes it easier to edit or reschedule sessions.
A shared calendar could include:
Lesson date and time
Time zone
Tutor name
Subject or topic
Meeting link
Rescheduled sessions
Cancellation notes
Google Calendar and similar calendars can be used to organize recurring online lessons.
4. Review Recurring Sessions Regularly
Lessons that are held regularly can have flexible schedules. Before setting a recurring session, determine whether the day and time that has been chosen are convenient for the student and tutor. For international tutoring, this includes taking into consideration school, work, public holidays, exams, travel and time changes around the world.
Review the recurring sessions every time a student or tutor’s schedule changes.
5. Remain Flexible Around School or Work Time
Students and tutors may have different daily or weekly needs, and a regular lesson time may not always be possible. Where possible, agree upon a preferred lesson time, plus an alternative or two time slots. Additionally, establish how much notice must be given when rescheduling, and how a lesson missed due to a change in schedule could be managed.
Flexibility is key to helping students and tutors manage lessons without disrupting their learning or working routine.
6. Stay Away From Daylight-Saving Time Changes
Some countries and regions make use of daylight-saving time changes, while some do not observe these changes. This may temporarily alter the time difference between the student and tutor.
Where possible:
Use a calendar that accounts for time zone changes
Confirm lesson time before a daylight saving clock change
Do not rely on a fixed time difference between the student and tutor.
Always send a reminder when a time zone change takes place. Reconfirm upcoming lesson times. It is important to keep this in mind for international tutoring.
7. Set Up Effective Reminder Notifications
Reminders before online sessions make it easier for students and tutors to prepare for a lesson, and prevent missed classes. Set reminders according to the local time as displayed in each person’s calendar.
Effective reminder notifications could be sent:
One day before the session
One hour before the session
Ten or fifteen minutes before the session
The reminder should include the date and local time of the lesson, as well as the meeting link and any materials that the student or tutor will need.
8. Communicate Any Schedule Changes Clearly
Whenever a lesson schdule needs to be changed, it is important to provide sufficient notice, and to include all the necessary information in the communication about the change. Avoid sending generic messages such as “The class is changed.” Send a specific message that clearly states the original session time, and the new session time (with the date, time, time zone and reason, if applicable). Confirm the new session time when possible.
Example: The lesson originally scheduled for Wednesday at 4:00 p.m. IST has been moved to Thursday at 5:00 p.m. IST. Please confirm whether this new time works for you.
9. Establish a Reliable Cancellation Policy
A cancellation policy prevents disagreements between students and tutors, and outlines the terms and conditions that apply to cancelled or rescheduled sessions.
When developing a cancellation policy, consider:
Minimum cancellation notice
Charges that apply to late cancellations
How cancelled lessons are handled
How rescheduled lessons are handled
What happens when a student fails to attend an online tutoring session
How emergencies, rescheduling due to technical problems and other issues are managed.
The policy should be reliable and easy to understand.
10. Agree On A Backup Plan
International online lessons are subject to various issues, including communication problems, technological problems and travel issues. A reliable backup plan will minimize disruptions caused by these problems.
It is a good idea to agree on the following:
Alternate communication method
Alternate session link
How communication and rescheduling should take place after technical problems
How rescheduling should be handled
How missed lessons would be shared
A backup plan is a must for international online lesson between students and tutors that are several hours apart.
How MyTutaSpace Can Help International Students
MyTutaSpace can help students around the world find tutors that match their requirements. When considering tutor listings, students can look at availability, teaching methods and lesson scheduling requirements before beginning their lessons.
By discussing time zones, lesson duration and lesson scheduling expectations before classes begin, students and tutors can set up reliable and organized online sessions.
Find tutors on MyTutaSpace and establish a learning schedule.
Frequently Asked Questions
How can students and tutors manage online tutoring across different time zones?
They can use shared calendars, confirm local times, set reminders, plan recurring sessions and communicate schedule changes.
What information should be included when scheduling an international lesson?
Include the date, exact time, time zone, lesson duration and meeting link. This should help prevent confusion between participants.
How can daylight-saving time affect online tutoring?
Daylight-saving changes can affect the time difference between countries. Participants should check recurring lessons whenever clock changes take place around the world.
Should online tutoring sessions use a shared calendar?
Yes. A shared calendar can allow students, parents and tutors to view lesson details, receive reminders and manage changes more effectively.
What should a tutoring cancellation policy include?
It should cover the required notice period, rescheduling, missed lessons, late cancellations and emergency or technical issues.
Final Thoughts
Managing online tutoring across different time zones requires clear communication and flexible scheduling. Confirming local times, using shared calendars and setting up reminders can prevent many scheduling problems. With a clear routine and a reliable cancellation policy, students and tutors can manage online lessons and enjoy a more reliable international learning experience.
